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How do you get feedback from hard-to-reach participants?

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Feedback is essential for any event planner who wants to improve their skills, services, and reputation. But what if some of your participants are hard to reach, either because they are busy, shy, or indifferent? How can you get their honest opinions and suggestions without annoying or alienating them? Here are some tips to help you collect feedback from hard-to-reach participants.

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1 Make it easy and convenient

One of the main reasons why participants may not give feedback is that they find it too time-consuming, complicated, or intrusive. To overcome this barrier, you need to make the feedback process as easy and convenient as possible. For example, you can use online tools that allow participants to fill out surveys, rate sessions, or leave comments on their own devices, at their own pace, and without sharing their personal information. You can also use QR codes, SMS, or email to send feedback links or reminders that participants can access with a simple scan or click.

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Geoffrey M. Roche

Son Of A Nurse Leading With Heart and Purpose || Inspiring and Equipping Leaders in the Eds and Meds || Workforce Transformation || North America Director, Siemens Healthineers || Top Leadership Voice || Doctoral Student
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The key is to ensure you have team members of those communities. This can help as they can resonate with the community to help get the feedback. Sometimes it comes down to trust and that is key.

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Harry Stone

Talent Acquisition Lead | Passionate about changing others' lives one job at a time
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Build feedback into the event. Allocate 5 minutes at the end of each session for participants to complete the survey. This is a quick and easy way to make sure you get instant feedback.

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2 Offer incentives and rewards

Another way to motivate hard-to-reach participants to give feedback is to offer them some incentives or rewards for doing so. For example, you can enter them into a prize draw, give them a discount code, or send them a thank-you note or gift. You can also gamify the feedback process by adding elements of fun, competition, or recognition. For example, you can create a leaderboard, a badge system, or a feedback wall that showcases the most active or helpful participants.

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David T. Stevens?, PMED

Host of "Return on Wellness" | Wellness Architect | Award Winning Keynote Speaker | 6x Fittest Male #EventProf
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The best "incentive" I've ever used is access to the pictures. I did an event w 400 people and we got 80% of the attendees to fill out the survey by letting them know the entirety of the pictures of the event would be sent to them once they filled out the survey. Not only did we get a large participation percentage but we got it in ~48 hrs!

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3 Ask the right questions

The quality and quantity of feedback you get also depend on the type and number of questions you ask. If you ask too many, too vague, or too irrelevant questions, you may lose the interest and attention of your participants. To avoid this, you need to ask the right questions that are clear, specific, and relevant to your event goals and objectives. You can also use different formats of questions, such as open-ended, closed-ended, or rating scales, to capture different aspects of feedback. Moreover, you can use positive and negative framing, such as "What did you like most?" or "What could be improved?", to elicit different responses.

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Perry R.

CMS-A Certified Sommelier. Experienced sommelier & restaurant manager with successful record of running efficient and profitable beverage operations.
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While close-ended questions allow the respondent to complete their feedback quickly and provide easy quantitative data, these responses may lack nuance. Leaning into open-ended questions and paying attention to the language and tone of responses can provide a more nuanced and complete response.

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4 Segment and target your participants

Not all participants are the same, and neither are their feedback preferences and behaviors. Therefore, you need to segment and target your participants based on their characteristics, such as demographics, interests, roles, or attendance patterns. By doing so, you can tailor your feedback methods, questions, and incentives to suit their needs and expectations. For example, you can use different channels, languages, or timings to reach different groups of participants. You can also use personalized messages, feedback forms, or rewards to appeal to their emotions and values.

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5 Follow up and follow through

The last tip to get feedback from hard-to-reach participants is to follow up and follow through with them. This means that you need to remind them of the importance and benefits of giving feedback, thank them for their participation and input, and show them how you use their feedback to improve your future events. By doing so, you can build trust and rapport with your participants, increase their satisfaction and loyalty, and encourage them to give feedback again. You can also ask them for referrals, testimonials, or reviews that can help you attract more clients and participants.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Yousef E.

| Event Management | Project Management | Freelance l Production | Operations |Technical
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In my experience an experience of doing the same projects Identifies the main perspective of the company Verifying individuals through any given process

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How do you get feedback from hard-to-reach participants?

1

2

3

4

5

6

1 Make it easy and convenient

2 Offer incentives and rewards

3 Ask the right questions

4 Segment and target your participants

5 Follow up and follow through

6 Here’s what else to consider

Event Planning

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How do you get feedback from hard-to-reach participants?

1

2

3

4

5

6

1 Make it easy and convenient

2 Offer incentives and rewards

3 Ask the right questions

4 Segment and target your participants

5 Follow up and follow through

6 Here’s what else to consider

Event Planning

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感谢您的反馈

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